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Document Scanning for Businesses - A beginner's guide containing the top 3 ways in which document scanning can help your business.

In this article we are going to list the top 3 ways that document scanning can help your business. Obviously this can all depend on how much you are currently relying on paper based documents, but if you do, this is a great guide to get you moving into a better system that works within your company.

So let's get started:

1. Document scanning improves efficiency

This is one of the biggest and most proven facts about document scanning and this is the main reason that the majority of companies decide to go digital with their documents. When your documents are scanned and put into a digital document management system, they are much easier to find when compared to paper documents. Think about how long it might take to search through filing cabinets and storage to find the files that you need. Even if you have a good idea where they are, it can still take quite a bit of time especially if the files have not been put back correctly or are out of order. Searching for a document digitally means doing a quick computer based search which will take a matter of moments. The effects this can have on efficiency and productivity is excellent as more work can be done than ever before. Staff morale is also boosted as the result of a more interesting working day.
When you get your documents scanned by a professional document scanning company, the files are indexed in any way that you wish. This can be by a reference number, a client name or address or anything else that is relevant. That means that you can simply type in the appropriate information and the document should appear on the screen right away. This makes life considerably easier in the office.

2. Document scanning and digital management systems save money

There might be an initial cost to getting all of your documents scanned, but the costs that will be saved in the long run especially, and in some cases the very short term, is exceptional. As we mentioned in the previous section, efficiency is improved and more work gets done. This can mean that you wouldn't need to employ more staff and train them because of improvements in productivity. You will also find that the amount you spend on paper, printer ink and other office supplies involved will be cut dramatically as documents are no longer printer to be stored.
On top of this, if you are a company that stores their documents in a storage facility with ongoing monthly costs and retrieval fees, this can be cut out completely. Once the documents are scanned, indexed and onto your systems, they are in your own hands and can be accessed at any time, removing the need for storing the physical files and the costly, time-consuming retrieval. Law firms have already found that this system is excellent for helping with their document storage costs.

3. Document scanning saves space

When the need for physical, paper based documents is no longer an issue, the documents, and the cabinets and drawers they are located in, can be disposed of leaving you with more office space to use however you wish. In the modern, economical environment, space is more important than ever and every inch can count in a lot of cases. The extra space can be used for extra facilities or just to give more breathing room for your staff to work in, which I'm sure they'll thank you for!

Document scanning and digital management are modern day miracles for businesses in all walks of life, big or small and is also extremely cost effective. Here at Pearl Scan, we have completed projects for companies and organisations across a range of sectors including education, HR, legal and healthcare. If you'd like to find out more about our document scanning services and how document scanning helps businesses, visit our website or complete our form for a free online quote.

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900

When it comes to document storage, there is nothing more important than keeping your information safe and secure.

In paper form your documents are susceptible to a range of fates;

Theft

Without effective security systems and alarms, your documents can be stolen easily. While you may not think anyone will take a pile of papers, thieves or even disgruntled ex-employees may take them along with other more expensive items just in case they can get something from them.

Loss

You may keep physical copies of files and documents in any number of places ranging from filing cabinets to boxes and folders. Once these documents build up to large numbers, it can get harder and harder to keep track of them. Even with a coherent filing system, documents can be lost or misplaced causing severe disruption to the system. Also, if they are not backed up then that file could be lost forever.

Damage

Ruffling through filing cabinets and passing documents between different people over a prolonged period of time will damage the quality of them. They could get frayed edges, rips and faded content and if you have the documents out on desks etc. they could suffer further damage such as coffee stains. Also, if there is a damp problem where your documents are stored, the papers will be some of the first things to be damaged.

What Can You Do To Protect Your Documents?

Here at Pearl Scan, we offer a workable solution to safeguard the documents holding important information in your office. We offer bespoke document scanning and management needs that you can tailor to suit the needs of you or your company. By having your documents scanned, you will safeguard them from the kinds of risks mentioned above. First of all, they can be password protected or encrypted so only the people who require access to the documents can see them. Secondly, they will be indexed and OCR (Optical Character Recognition) processed to make them fully text searchable. It will then be simple to find the documents and practically impossible to lose them. Last of all, when your documents are kept in a digital document management system, they can be copied and shared continuously with no damage caused to the original file.

As you can see, scanning your documents onto a digital document management system is a far superior method to hard copy storage and banishes the safety and security issues. Document scanning is a smart move which more and more companies and organisations are taking to reap the benefits of going digital. As the old saying goes, it's better to be safe than sorry.

If you would like some more information about the document scanning and document management services we offer, get in touch today and we will provide you with a free, no obligation quote for your project. 

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900